Terms and Conditions — Plone Conference 2026

Last updated: 2026-06-17

These Terms and Conditions ("Terms") govern your registration for and attendance at Plone Conference 2026 ("the Conference"). By registering, purchasing a ticket, or attending, you accept these Terms.

1. Organiser

The Conference is organised by:

Cosent B.V. ("the Organiser") Capucijnenstraat 21 C03, 6211 RN Maastricht, Netherlands KvK (Chamber of Commerce) number: 14076058 BTW (VAT) identification number: NL811863608B01 Contact person: Guido Stevens General contact e-mail: conf@plone.org

2. The Event

• Event: Plone Conference 2026
• Dates: 21–27 September 2026
• Venue: Van der Valk Maastricht, Maastricht, Netherlands

The published programme, schedule, speakers, and session content are indicative and may change. The Organiser may alter the programme, speakers, format, or timings where necessary without this constituting grounds for a refund, provided the essential character of the Conference is preserved.

3. Registration and Tickets

• A registration is only confirmed once full payment has been received and the Organiser has issued a confirmation.
• Tickets are personal and valid only for the named registrant, subject to the transfer provisions in clause 7.
• Each ticket category (e.g. Early Bird, Regular, Student, Developing Countries, Speaker, Press) is subject to the eligibility conditions stated at the point of sale. The Organiser may request proof of eligibility (for example, a valid student card) and may refuse admission or require payment of the difference where eligibility cannot be demonstrated.
• Ticket availability and category-specific pricing are limited and offered on a first-come, first-served basis until sold out or until the stated deadline.

4. Prices, Payment, and VAT

• All prices are stated in euro (EUR) and include Dutch VAT (BTW) at 21%.
• Payment is processed through our ticketing provider, Tito Publishing Ltd ("ti.to"), and Stripe. Payment is subject to that provider's own terms.
• An invoice will be issued for each purchase. Requests for invoice corrections must be made within 14 days of purchase.

5. Ticketing Provider

Registration and payment are handled by ti.to and Stripe on behalf of the Organiser. By registering, you acknowledge that your data will be processed by ti.to and Stripe for that purpose. The Organiser is responsible for the Conference itself; ti.to and Stripe are responsible only for the registration and payment platform.

6. Cancellation and Refunds by the Attendee

Cancellations must be submitted in writing to conf@plone.org. The following applies based on the date the Organiser receives the cancellation:

• On or before 10 August 2026: full refund, less a non-refundable administrative and transaction fee of EUR 25.
• From 11 August 2026 to 6 September 2026: 50% refund.
• After 6 September 2026 and for no-shows: no refund.

Refunds are issued using the original payment method. The Organiser is not responsible for travel, accommodation, visa, or other costs incurred by the attendee.

7. Name Changes and Transfers

You may transfer your ticket to another person at no charge up to 7 days before the Conference by notifying conf@plone.org with the new attendee's details. The new attendee must meet the eligibility conditions of the original ticket category and accept these Terms.

8. Cancellation or Postponement by the Organiser

• If the Organiser cancels the Conference in its entirety, registrants will receive a refund of the ticket price paid. The Organiser's total liability in this case is limited to the ticket price paid and does not extend to travel, accommodation, or other costs.
• If the Conference is postponed or moved to a substantially different format (for example, partly or fully online), tickets will remain valid for the rescheduled or modified event. Registrants who cannot attend the new date or format may request a refund of the ticket price within 14 days of the announcement.

9. Force Majeure

The Organiser is not liable for failure to perform its obligations where this is caused by circumstances beyond its reasonable control, including but not limited to natural disasters, epidemics or pandemics, government measures, acts of terrorism, war, strikes, fire, or failure of the venue or essential suppliers. In such cases the Organiser will, where reasonably possible, reschedule the Conference or offer a refund in accordance with clause 8.

10. Code of Conduct

All attendees, speakers, sponsors, and staff must comply with the Conference Code of Conduct, available at https://2026.ploneconf.org/about/code-of-conduct. The Organiser may refuse admission to, or remove from the venue, any person who breaches the Code of Conduct, without refund.

11. Health, Safety, and Venue Rules

Attendees must comply with the instructions of the Organiser and venue staff and with all venue rules and safety regulations. The Organiser may refuse admission to, or remove, any person whose conduct poses a risk to safety, order, or the experience of other attendees.

12. Photography, Filming, and Recording

Sessions and public areas of the Conference may be photographed, filmed, recorded, and live-streamed. By attending, you consent to your image and voice being captured and used by the Organiser and the Plone community for documentation, reporting, and promotional purposes, in print, online, and on social media. If you do not wish to be featured, please contact the Organiser on site; we will make reasonable efforts to accommodate such requests, but cannot guarantee exclusion from wide-angle or audience shots.

13. Data Protection

The Organiser processes your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch law. Details of what data we collect, why, and your rights are set out in our Privacy Policy at https://2026.ploneconf.org/about/privacy-policy. Data shared with ti.to, Stripe and the venue is processed only as necessary to deliver the Conference.

14. Liability

• To the extent permitted by law, the Organiser's total liability arising from or in connection with the Conference is limited to the ticket price paid by the attendee.
• The Organiser is not liable for indirect or consequential loss, nor for loss of or damage to personal property, except where caused by the Organiser's intent or gross negligence.
• Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, or any other liability that cannot be excluded under applicable law.

15. Travel, Accommodation, and Visas

Attendees are responsible for their own travel, accommodation, and any visa or entry requirements for the Netherlands. The Organiser can, on request, provide a confirmation of registration to support a visa application but gives no guarantee that a visa will be granted and offers no refund beyond clause 6 if a visa is refused.

16. Changes to These Terms

The Organiser may update these Terms where necessary. The version published on the Conference website at the time of your registration applies to that registration.

17. Governing Law and Jurisdiction

These Terms are governed by the laws of the Netherlands, without prejudice to mandatory consumer-protection rights you may have under the law of your country of residence. Any dispute will be submitted to the competent court of the Rechtbank Limburg, location Maastricht, to the extent permitted by law.

Privacy Policy — Plone Conference 2026

Last updated: 2026-06-17

This Privacy Policy explains how your personal data is collected and used in connection with Plone Conference 2026 ("the Conference"), held 21–27 September 2026 at Van der Valk Maastricht and Brandweercantine Maastricht, Netherlands.

1. Data Controller

The controller of your personal data is:

Cosent B.V. Capucijnenstraat 21 C03, 6211 RN Maastricht, Netherlands KvK: 14076058 · VAT: NL811863608B01 Contact for privacy matters: conf@plone.org

2. What Data We Collect

Depending on how you interact with the Conference, we may process:

• Registration data: name, e-mail address, organisation, job title, country, and ticket category.
• Billing data: billing address, VAT number (if provided), and invoice records.
• Payment data: processed by our ticketing and payment providers; we do not store full card details ourselves.
• Dietary requirements, where you provide them, so we can cater appropriately. These may reveal information about your health or beliefs and are processed only with your consent.
• Accessibility requirements, where you provide them, so we can accommodate your participation. These may constitute health data and are processed only with your consent.
• Correspondence: the content of e-mails and messages you send us.
• Photographs, video, and audio captured at the event (see clause 7).
• Website usage data, where applicable (see clause 9).

3. Why We Use Your Data and on What Legal Basis

Purpose	Legal basis (GDPR Art. 6)
Process your registration, issue tickets, and grant admission	Performance of a contract (Art. 6(1)(b))
Issue invoices and keep financial records	Legal obligation (Art. 6(1)(c))
Communicate with you about the Conference (practical information, changes)	Performance of a contract (Art. 6(1)(b))
Cater to dietary and accessibility needs	Your explicit consent (Art. 6(1)(a) and Art. 9(2)(a))
Ensure safety, order, and security at the venue	Legitimate interests (Art. 6(1)(f))
Document and promote the Conference and the Plone community	Legitimate interests (Art. 6(1)(f)); consent where required
Send you information about future Plone events, if you opt in	Your consent (Art. 6(1)(a))

4. Who We Share Your Data With

We share your data only as necessary to deliver the Conference, with:

• Tito Publishing Ltd (ti.to) — registration and ticketing platform.
• Our payment provider Stripe — to process payments.
• The venue (Van der Valk Maastricht) — for catering and on-site logistics, limited to what is necessary (for example, aggregated dietary needs).
• Service providers who assist us with e-mail, hosting, and event operations, acting as processors on our instructions.
• The Plone Foundation and the wider Plone community — only for event documentation and promotion, and only to the extent described in clause 7.

We do not sell your personal data.

5. International Transfers

Your data is processed within the European Economic Area (EEA) wherever possible. Where a provider processes data outside the EEA, we ensure an adequate level of protection through appropriate safeguards such as the European Commission's Standard Contractual Clauses.

6. How Long We Keep Your Data

• Financial and invoice records: 7 years, as required by Dutch tax law.
• Registration and contact data: retained for the duration of the Conference and deleted or anonymised within 24 months afterwards, unless you have consented to hear about future events.
• Dietary and accessibility data: deleted within 3 months after the Conference.
• Photographs, video, and audio: retained for archival and promotional purposes (see clause 7).
• Marketing consent data: retained until you withdraw consent.

7. Photography, Filming, and Recording

Sessions and public areas of the Conference may be photographed, filmed, recorded, and live-streamed. This material may be used by the Organiser and the Plone community for documentation, reporting, and promotion, in print, online, and on social media. If you do not wish to be featured, please contact us at conf@plone.org or speak to event staff on site; we will make reasonable efforts to accommodate your request but cannot guarantee exclusion from wide-angle or audience shots.

See also https://2026.ploneconf.org/about/photo-and-video-policy

8. Your Rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• request correction of inaccurate data;
• request erasure of your data;
• restrict or object to processing;
• data portability;
• withdraw consent at any time, where processing is based on consent, without affecting prior processing.

To exercise any of these rights, contact us at conf@plone.org. You also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).

9. Cookies and Website Analytics

The Conference website (2026.ploneconf.org) uses the following:

• Strictly necessary cookies required for the website to function. These do not require consent.
• Matomo for website analytics, to understand how the website is used and to improve it. We operate Matomo in a privacy-respecting configuration self-hosted with IP addresses anonymised and data not shared with third parties for their own purposes. Where Matomo is configured to set analytics cookies, these are used only with your consent; where it is configured to run without cookies, the legal basis is our legitimate interest in measuring and improving the website (Art. 6(1)(f) GDPR).
• Cloudflare Web Analytics ("Cloudflare insights") for privacy-friendly, aggregated traffic measurement. Cloudflare Web Analytics does not use cookies and does not track individuals across websites or over time. Cloudflare also processes limited technical data (such as your IP address) as our hosting and content-delivery provider to deliver and secure the website. The legal basis is our legitimate interest in operating, securing, and measuring the website (Art. 6(1)(f) GDPR).

Where consent is required for analytics cookies, you can give or withdraw it at any time through the cookie banner on the website. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

10. Changes to This Policy

We may update this Policy where necessary. The current version is always available at https://2026.ploneconf.org/about/privacy-policy.

11. Contact

For any question about this Policy or your personal data, contact us at conf@plone.org.